SO YOU THINK YOU CAN PLAN??? I HOPE YOU ARE READY BECAUSE YOU GOT A LONG WAY TO GO...
Before We Start Here…You might want brush up on a few things
Public Relations Practioner
You are DEFINITELY going to need to be knowledgeable in ALL these areas
LESSON #1 Know Your AUDIENCE
Know Your Target Audience In order for you to have a successful event you have to know what kind of people you are dealing with. An perfect event for one group may not be the same for another one.
To Help With Your Audience Satisfaction Try these tips: Research and Develop External Client Relationships Pay attention to the smallest details. (People Notice) Choose a direction to your event and attack with passion The event could be: Educational, Energizing, Enlightening, or Engaging Look for different things to make your audience standout E.I. Personalize and Customize as much as possible
Lesson #2 LOCATION LOCATION LOCATION
Location, Location, Location 1 of the MOST IMPORTANT THINGS to consider when planning an event!!!
Other Things to consider when look at Location
4 main criteria:
Where the location of the event is in relation to its environment.
How much will the location cost $$$ (site cost included)
How much room do you need per person?
What else are we working with?
Little Things Have a Big Effect Make sure the event location matches the event theme. Outline everything you have and need before hand (Contracts) Helps with organization Indoor or Outdoor decision Type of safety hazards One way in one way out exits, etc. Will there be signs available to identify your event
Lesson #3 So you’ve got your location down so…what’s next… KNOW YOUR VENUE
Make sure Staging, Audio, and Lightening is accessible at your venue.
Having no power is no fun
Be weary of Space and Time guidelines in the contract.
Keep in mind the feeling you want to convey in relation to your venue.
Know the smallest details
Carpeted or Not
Number of Columns in the room
Possible isle paths for entrance and exits
Event Design Angles
Transportation and Parking
The event begins and ends with parking and transportation.
Make sure you take care of any special vehicles needed to transport participants.
Get parking passes IN ADVANCE (if needed)
Is there going to VIP parking
Is the parking area will lit
Will media have special parking
Will sectional parking be avaliable.
Lesson #4 THEME MAKE YOUR EVENT REMEMBERABLE
THEME Things to consider Time of year Site Name & Logos Atmosphere Lighting Props Party Favors
Invitations/Promotional Materials Save the date cards Themed reminders about the event Make sure your invitation set the mode for the event It’s the first time your audience see’s or hears about your event Determine whether the event be Invite only General Admission
Lesson #5 DECIDE IF THERE WILL BE FOOD AND BEVERAGES AT YOUR EVENT.
Food And Beverages Most venues will work with you when it comes to food in their venue. Make sure the food matches or adds to your event. If alcohol is being served make guidelines to ensure order. Make sure you are there for every step of the food and beverage process.
Things to consider
How much are you going to spend.
Kitchen space and location
Number of guest
Type of Event
Will there be Appetizer/Courses served
How will your food be served
#1 CARDINAL RULE NEVER RUN OUT OF FOOD WARNING: This may cause a riot
LESSON #6 SO HOW MUCH IS THIS GOING TO COST YOU
Money Project a budget first Preliminary budget frame your event vision NEVER MIX EVENT MONEY WITH YOUR MONEY. If you don’t have the money make it work with what you have.
Event Budget Things to consider when creating your budget Expenses Focus of the Event Site Cost Refreshments/Food Programs Promotion materials Income Pre-sold/Day of tickets Vendor spaces Raffle tickets etc.
NOW THE MAIN EVENT HELPFUL HINT: Show about one hour before the first person or group is suppose to be there just in cause
Day of the Event Checklist
Supplies Pick up
Furniture Placement/Removal (if neeeded)
Food Delivery (if needed)
Place any outside and/or outside Promotional Materials
Copies of any contracts or written correspondence
Be prepared to handle any last minute adjustments
Back up plans, surplus items, etc.
Now That Your Event Is Over WHAT NEXT???
CLEAN UP Clean up begins once the last dish is cleared. At this time, you want to re-announce prize winners to come pick up their prizes. Also announce the ending of the meal. Make sure to check every inch of the venue and location while cleaning Generally you want your venue and location to look like it did when you first arrived. (at least) Make sure all trash is taken to the negotiated areas
Closing the Event Make sure procedures for securing any types of keys are made clear and followed. The event manager should be the last one to leave.
THE END Now you know the BASICS of event planning.
Special Thanks To Professor Andrews I really enjoyed your class this year you’ve actually turned to my career plans around with this class and I just want THANK YOU FOR BEING AWESOME.